Travel Reimbursements Public Health Preparedness Summit Business Manager Breakout Session May 1, 2013 Presenter Stacey S. Ferrer VDH-Office of Financial Management Compliance and Disbursement Manager

OFM Process for Travel Reimbursements Batch is date stamped once received in OFM Batch is assigned to a compliance and disbursement staff member for audit Batch is reviewed and transmitted to DOA by the Assistance Compliance and Disbursement Manager or Manager FY 2012-Travel Reimbursements 34,865 transactions 2,905 per month This is a quick overview of the travel reimbursement process once it is received in the Office of Financial Management. If a correction is required during the audit and/or review process, the entire batch will be delayed for payment. So if the per diem is incorrect for Jane Doe, and there are five travel reimbursement requests in the batch, all of the reimbursements will be delayed until the batch is corrected in F&A and/or the appropriate supporting documentation is received. As you can see, VDH processes a significant number of travel reimbursements and we are extremely proud of our compliance

Common Audit Review Findings Deducting commuter miles consistently Providing justification when commuter miles are not deducted Providing cost benefit analysis and/or web mapping tools as required Rounding occurs at the conclusion (final total) of the reimbursement form/worksheets Utilizing the correct per diems Providing hotel location for per diem rates Documenting the meals provided Commuter miles -Home addresses shown in the travel worksheet but the commuter miles are not deducted- Weekend and holiday Mileage Policy Cost benefit analysis is required at 100 miles or greater Mapping tools such as mapquest

Common Audit Review Findings Correctly coding travel expenses (object 1227 vs. 1285) Utilizing the appropriate transaction code (332 vs. 468) Providing documentation for gas purchases (employee’s personal funds)-utilize the Voyager Card Address on voucher does not match F&A Providing appropriate and original signatures and dates Submitting legible reimbursement forms Reason voyager card was not issued Address can be verified from the transmittal sheet